McGill Summer Academy Manager

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Position Summary:

Under the direction of Associate Director of Recruitment, the McGill Summer Academy Supervisor develops programming and oversees the operations of the McGill Summer Academy (MSA). This role plans and organizes all aspects of McGill Summer Academy (MSA), including the planning of workshop topics for each program offered as part of MSA, identifying, hiring and collaborating with appropriate workshop facilitators, planning co-curricular and extra-curricular activities that will take place both on- and off-campus, and organizing all logistics, all ensuring that measures are taken to provide a positive, safe and seamless experience for MSA staff and registrants. The incumbent can be called upon to develop new programs for MSA or to work with McGill professors or instructors to update current programs. Determines staffing requirements based on cyclical needs and all ongoing and planned projects. Recruits, trains, and supervises all regular and casual staff hired as part of MSA. Plans the annual MSA budget and uses the current systems and data to plan, schedule, and monitor MSA activities.  Presents information and promotional material about McGill Summer Academy and McGill undergraduate admissions criteria, academic programs, student life and services, and our campuses. This role can also be called upon to participate in McGill undergraduate recruitment events, targeting prospective students, applicants, admitted and confirmed students, parents and counselors, including virtual and on and off campus events. As well, plans, schedules, and participates in individual and/or team virtual and in-person fairs and visits representing McGill or MSA to High School students.

Primary Responsibilities:

• Oversees and directs all facets of the McGill Summer Academy, including strategizing workshop topics, identifying and coordinating with suitable content facilitators, selecting and managing relationships with third-party vendors, and ensuring seamless execution of the program.
• Supervises and coordinates logistics for the McGill Summer Academy, encompassing transportation, accommodations, facilities, catering, and the planning of on-campus and external activities. Ensures all necessary measures are implemented to provide a safe and seamless experience for registrants.
• Plans and submits a budget to the Associate Director of Recruitment that supports the unit’s objectives ensuring that costs associated with MSA fall within the established budget by negotiating costs, keeping track of expenses, and submitting budget and expense reports.   
• Determines in collaboration with the Associate Director an application review process that ensures the selection of excellent MSA participants while considering the unit’s objectives for recruitment and diversity. Supervises the MSA admissions process and reviews applications for admission to MSA.
• Defines objectives for the MSA scholarship program under the direction of the Associate Director. Manages the MSA scholarship program, collaborates with potential partners for funding, and leads the process for the selection of candidates for these scholarships.
• Plans and supports on-campus and virtual recruitment and yield activities for MSA, as required and in line with organizational objectives.  May be called upon to support undergraduate recruitment and yield initiatives.
• Manages the recruitment, training, scheduling, supervision, and evaluation of graduate teaching staff, team leaders, and casual and contract employees hired for the McGill Summer Academy.
• Leads the selection and onboarding of external facilitators and establishes the pay structure.
• Coordinates and oversees the participation of McGill staff during the McGill Summer Academy.
• Provides admissions, recruitment, scholarships, and student services information and supports the University's mission of academic excellence.
• Proposes and plans a marketing strategy to promote MSA to attain the and supports these activities, including social media campaigns.
• Ensures the update and accuracy of the MSA website and other promotional materials.
• Engages with MSA participant parents during the enrolment process as well as during the program.
• Maintains good rapport with clients and staff within the unit and the University community by identifying needs and ensuring work is performed in accordance with established Enrolment Service goals and objectives and the University's overall mission.
• Participates in the implementation of new initiatives that support the strategic direction of the unit by keeping abreast of new developments, technology, and trends in the field of summer programming for high school students and recruitment.
• Represents McGill unaccompanied, attends in-person and virtual events and prepares presentations and documents, and ensures meetings and follow up with various stakeholders.
• Prepares travel schedules, makes travel arrangements, monitors trip budget, completes visit reports, and expense reports upon return and makes suggestions for future improvements.
• Ensures follow-up on issues and /or problems raised during and after travel.
• May be called upon to represent the Recruitment team on working groups, project teams, and committees.
• Works with Unit on MS Teams to maintain communication and organization of events.
• Takes part in professional development activities to remain well informed of university practices and programs and ensures strong delivery of information and support of our prospective students and their support networks.
• Provides administrative support as necessary (answering emails, organizing promotional material and mailings, setting up events in new student relationship management system).

Other Qualifying Skills and/or Abilities
Proven experience in event planning and/or logistics administration, data analysis: ability to review statistics and reports, condense, recap, and evaluate data to propose and plan effective recruitment activities. Experience working in a fast-paced environment. Experience working at a summer camp or developing programming for high school students. Knowledge of the student life cycle an asset. McGill undergraduate experience an asset. Proven organizational skills, ability to prioritize, and multi-task accurately with attention to detail. Experience working in a PC environment using databases, presentation software, web tools, and Microsoft Teams. Ability to support staff in their daily administrative operations. Excellent interpersonal, communication, public speaking, and writing skills. Experience with professional social media campaigns, creation of dynamic slide presentations, an asset. Proven ability to work autonomously and as a member of a team. Valid Quebec Driver’s license and valid Canadian Passport. Ability to travel extensively and work flexible hours, including evenings and weekends, and during McGill Summer Academy. Knowledge of other languages a definite asset.

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.

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